Task Automation removes the burden of manually creating reminders for routine procurement actions. By setting up triggers, Sastrify automatically assigns tasks to the right people at the right time.

Who can manage automations?

• Admins: Full capability to create, edit, and delete automations.

• Contributors/Viewers: Cannot create automations but can be assigned to tasks and mark them as complete.

Setting Up a New Automation

1. Navigate to Settings > Task Automation to get started.
2. Select Your Trigger: Choose between New Subscription Created or Subscription Up for Renewal.
3. Define the Task: Give your task a clear title and description. You can also use pre-built Sastrify templates to save time.
4. Assign Ownership: By default, tasks are assigned to the subscription owner, but you can select any active Sastrify user as an assignee.
5. Set the Timeline: Specify the due date (e.g., "30 days after creation" or "90 days before renewal").
6. Activate: Click Start Automation.

Practical Examples of Automated Tasks

New subscription created:

• Upload SaaS documents such as contract, offers, and terms and conditions to Sastrify
• Update subscription details
• Assign the subscription owner in Sastrify
• Set renewal terms in Sastrify

Subscription up for renewal:

• Review usage for last 3 months
• Check for possible alternatives
• Review and verify budget
• Prepare for renewal negotiation

Where do automated tasks appear?

Once a task is created, and a trigger is met (e.g., a tool hits its 90-day renewal window), the tasks will automatically appear in the Activities tab of that specific subscription page. The assignee will also receive a notification based on their Notification Preferences.

Managing Existing Automations

If, after creating a task automation, you find that you need to make some adjustments to it, such as revising the title or description, or changing the due date, you can do so by following these steps:

1. Go to Settings > Task Automation.

2. Locate the task under the relevant trigger tab.

3. Click the three-dot icon (⋮) > Edit.

4. Adjust the description, due date, or assignee and click Save Changes.

Frequently Asked Questions

Q: I cannot find the assignee in the drop-down menu. What should I do?

A: A person must be an Active Sastrify User to be assigned a task. If they aren't appearing, ensure they have accepted their invitation under Settings > User Management.

Q: Can I assign more than one person to a task?

A: No, you can only assign a task to one person.

Q: Our company has several tasks that need to be completed before we can renew or purchase new software. How should I approach task automation to support a process like ours?

A: Since one automation involves one task, organizations that require multiple tasks can proceed with the creation of a number of new automations based on the number of tasks required.